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6610 - Transportation Consulting Services, 3.Statement of Work/ Specifications City of Denton, Texas Request for Qualifications (RFQ) #6610 Scope of Work/Specifications – Exhibit #3 Transportation Consulting A: INTRODUCTION In accordance with the provisions of Texas Government Code, Chapter 2254, the City of Denton (City), a home-rule city of the State of Texas, is requesting submissions to select an individual or firm (hereafter called firm) with demonstrated experience in providing guidance and direction for Denton Transportation Program needs and funding opportunities. The City of Denton is the county seat Denton County, Texas. The city consists of approximately 95 square miles, 49,063 housing units and 133,808 population. Within Denton proper there are 1,331 local (non-TxDOT) roadway lane miles. These include Primary Arterial, Secondary Arterial, Collector and Residential streets. The City maintains a Mobility Plan was last updated January 5, 2016. Visit the City web site to become more familiar with the City of Denton, the areas around Denton affecting with the Mobility Plan, and the current Plan. The Mobility Plan can be found on the Denton website: https://www.cityofdenton.com/CoD/media/City-of-Denton/Business/Printable%20Maps/DentonMobilityPlan.pdf B: SCOPE OF WORK Description of Services The services specified in this RFQ will be provided by an individual or firm with demonstrated, bona fide, established working association with Federal, State, regional and local transportation authorities. Basic services will include; General program management Design management assistance Strategic planning Identifying and securing funding Community outreach and educational program Preparing and submitting updates to the Statewide Transportation Improvement Plan Monthly reports to Denton City Council Mobility Committee and Executive Management Additional services not included in basic services may be requested by the City Manager, Assistant City Manager or Director of Transportation. C: OBJECTIVES and TERM OF CONTRACT To secure the services of an individual or firm to assist the Transportation Department in; Assist with development of public policy direction for the regional and local transportation system Maintaining the current transportation system Developing enhanced or new surface transportation infrastructure Working in coordination with all other applicable transportation authorities Identify and secure funding opportunities appropriate to Denton’s purposes Grant opportunities and application writing and submittal Keeping current with transportation innovations, safety measures, legal requirements, funding sources It is the intent of the City of Denton to award the contract for the initial term of two (2) years from date of executed contract or issued Purchase Order. At the expiration of the initial contract period, the contract may be renewed annually by written agreement between both parties for up to three (3) one-year renewals at the same terms and conditions as agreed upon in the initial contract. D: CITY EXPECTATIONS This proposal and the resulting partnership is focused on continued safe and efficient surface transportation for the citizens of Denton and all who visit or travel through our City. These services will be delivered at the most effective and cost-efficient processes. The successful firm shall demonstrate and perform all necessary actions to secure funding opportunities to leverage local funding to enhance the local transportation infrastructure and regional transportation infrastructure that impacts mobility for the general public traveling in and/or thru the City of Denton. The successful firm will be required to demonstrate the ability to work collaboratively with other transportation and governmental agencies in planning efforts, securing funding, and implementing mobility enhancements. The awarded firm shall have the skill set, ability and innovation to accomplish all aspects of the requested services. E: SERVICES REQUESTED Some of the Firm’s Responsibilities detailed below is intentionally brief. We want to know what kind and type of services you can provide to plan, prepare and execute to achieve the transportation goals and objectives pf the City of Denton. Include any information necessary for us to have a comprehensive understanding of your firm’s ability and proven experience in working with the Texas Department of Transportation, the NCTCOG Metropolitan Planning Organization, the North Texas Tollway Authority, the Federal Highway Administration, the US Corps of Engineers and other transportation agencies (federal, state or local) that may impact transportation planning and infrastructure. Be as concise as possible. Firm must be registered by the State of Texas to provide services in the State. All fees and taxes are the responsibility of the offeror. The firm shall not substitute or replace the lead contract manager, or any other major staff involved with this contract without the written acceptance by the City of Denton. F: FIRM RESPONSIBILITIES Responding proposals are to provide all information and actions requested and any additional information deemed necessary for the City to identify the vendor offering the best value. Information shall be provided in the same format as this document. The response shall include descriptions of your ability to: General Program Management The firm shall aid City Staff with management of the Transportation Program/Mobility Plan and represent the City in general and professional activities that are required to successfully execute this program as directed by city staff. These duties will include as a minimum the following items: Attend and participate in meetings with City staff and officials as scheduled and required; preparing reports, and providing presentations; Attend local, regional, state and federal transportation meetings and events that are of importance to the Transportation Program/Mobility Plan/City of Denton City Council Mobility Committee and relate pertinent outcomes to staff; Attend the monthly City of Denton City Council Mobility Committee meeting and provide report(s) on any on-system projects initiated by the Texas Department of Transportation (TxDOT); Assist City staff in coordination with TxDOT; NCTCOG; United States Department of Transportation; United States Army Corps of Engineers; Federal Emergency Management Association; Environmental Protection Agency; Texas Commission on Environmental Quality; and other regional, state and federal agencies as required to facilitate all aspects of this Program; Assist City staff in determining which projects may be affected by local or regional events or may impact those events and outline strategies to meet community expectations; Support City staff with monitoring and updating the overall project schedule throughout the contract in coordination with utilities, real estate, environmental, design consultants, construction managers, contractors and others that are involved at the program and individual project levels; Facilitate coordination between the City of Denton, the North Central Texas Council of Governments (NCTCOG) and the Texas Department of Transportation (TxDOT) on Phase II of the 35Express Project from the southern city limits to the northern city limits; Monitor what the NCTCOG Metropolitan Planning Organization is considering and/or implementing; Help promote City of Denton wants and needs with all organizations; Monitor NCTCOG and TxDOT future plans for IH-35W impacting the City; Assist in facilitating plans for West Loop to 288 to include environmental clearance, funding efforts and commitment from TxDOT/NCTCOG to advance the project to construction. Assist in facilitating plans for FM 1515/Airport Road include preliminary plans, environmental clearance, funding efforts and commitment from TxDOT/NCTCOG to advance the project to construction. Assist in facilitating the use and implementation of monies received or generated from regional toll facilities; Assist in the facilitating design, right of way acquisition and construction of projects as designated by staff; Help the City in monitoring funding sources and opportunities to advance key City of Denton transportation projects; Provide any needed staff assistance for the City’s Capital Improvement Plan (CIP) and Bond Oversight Committee; Assist in research, preparation and development of grant and other funding applications; Aid City staff in preparation of project or program-related resolutions; Provide miscellaneous transportation planning, funding, and any additional management assistance that may be requested by City officials; Provide monthly detailed reports detailing the status of deliverables; The successful firm will be required to retain any documentation connected to this contract, whether electronic or paper, for a period of twenty-four (24) months after the completion of the contract; Describe any other contribution your firm could provide with general program management. Design Management Assistance The firm shall assist City staff with design management by providing general assistance over the design process and making recommendations for process improvement as specifically stipulated by City staff. The firm will perform these duties and responsibilities which include: Describe the skills and abilities of the firm’s staff in design management and project implementation. Include any specific, successful recommendations implemented in the past, who, where, when and how this was accomplished. Strategic Planning The firm shall aid staff with the City's Transportation Program/Mobility Plan by analyzing and identifying its transportation needs, assisting with the overall development of surface transportation priorities. At the direction of staff assist and/or develop a comprehensive plan, segmenting the projections into 5-year increments. This plan would include risk analysis, projected growth, projected economic and environmental conditions, projected legal requirements, new surface materials development to optimize efficiency and effectiveness of the City of Denton Transportation Program/Mobility Plan. Monitor all applicable agencies and organizations for any impact to Denton surface transportation; Describe how you will assist the City in developing strategic long-range transportation goals and objectives. Identifying and Securing Funding The firm shall continuously seek out funding sources, both conventional and innovative, to achieve Transportation Program/Mobility Plan goals Assist in determining ability and willingness of other stakeholders to participate, whether in cash or in kind, to advance the project; Monitor all applicable agencies and organizations for funding opportunities; Assist with funding opportunities, applying for those funds and securing them for the City of Denton. Community Outreach and Educational Program The firm shall provide information and educational material to the City for engagement and involvement of stakeholders through all stages of the projects associated with the Transportation Program Explain successful community outreach and educational programs used in the past; when, where and what tools were used to impart information. Organization Associations The successful firm shall provide verifiable and documented evidence of an effective, ethical, professional, working association with the following agencies. These organizations will be monitored for possible opportunities and impacts to key Denton projects. The listed agencies are not an all-inclusive listing. Association with any other agency or organization that would be helpful in realizing the City of Denton goals, objectives and priorities shall be listed. Federal U.S. Congress and appropriate Congressional committees, Department of Transportation, Federal Highway Administration, Federal Transit Administration, Federal Railroad Administration, Transportation Safety Administration, Federal Aviation Administration, U.S. Army Corps of Engineers, and Environmental Protection Agency; State Texas Governor's Office, Texas Legislature and appropriate legislative committees, Texas Turnpike Authority, Texas Transportation Commission, Texas Department of Transportation – Headquarters Division (Austin), and Texas Commission on Environmental Quality, Regional Dallas Area Rapid Transit (DART), Fort Worth Transit Authority (The "T"), Denton County Transportation Authority (DCTA), North Texas Tollway Authority (NTTA), Texas Department of Transportation -Dallas District, Texas Department of Transportation -Fort Worth District, North Central Texas Council of Governments (NCTCOG), Metropolitan Planning Organization (MPO), Regional Transportation Council (RTC), Dallas Regional Mobility Coalition (DRMC), Partners in Mobility, Tarrant Regional Transportation Coalition (TRTC), and Other entities as directed by the City; Additional Submittal Responsibilities Responses shall include resumes for the lead engineer, contract manager or any other major staff involved with this contract; Include a list with contact information detailing current like contracts and how you would prioritize the needs of your clients with conflicting projects. Selected firms may be asked to participate in individual interview processes with the City evaluation committee. Cost incurred will be the responsibility of the firm. The Purchasing department will notify any firms requested to make a presentation and the presentation agenda. G: CITY RESPONSIBILITIES The City of Denton will: Provide records of information on existing or future specifications, plans or considerations involving surface transportation. Provide a project representative who will have the authority to receive reports, coordinate activities of city staff, and determine the information and/or report formats required as the contract proceeds. As conflicts and discrepancies are discovered, they will be resolved in the most expedient manner possible. Respond to successful firm inquiries, requests for acceptance of deliverables as established in negotiations and the contract document Process approved payments Define and negotiate other responsibilities, tasks and projects as necessary for the benefit of the community H: PRICING Compensation may be negotiated at a fair and reasonable price with the firm evaluated as the most highly qualified based on demonstrated competence and qualifications, to provide best value to the City of Denton. The City prefers to negotiate a flat, fixed fee per month. The fee will be inclusive of all work provided to the City of Denton in the prior month. There will be no additional fees or charges. It is mandatory the monthly invoice will include a detailed statement of the status of deliverables. Invoice back-up will specify; Deliverables completed and accepted by the Director of Transportation within the past month; Status of any incomplete deliverable and projected completion date; Time line for any pending deliverables; Upon completion of each task or project, the firm will provide electronic documentation and other materials as requested by the City. The delivery date of these documents will be indicated; Invoices will be due by the 10th working day of the next month. Payment will be made upon receipt and acceptance of deliverables and verified with the terms and conditions as negotiated.